Inventory Control Specialist

SUMMARY STATEMENT

The Inventory Control Specialist is responsible for the inspecting, tagging, inventorying, and disposing of equipment and supplies in accordance with College policies. This position will also provide general support to the Procurement Services Department and serves as back-up in the absence of the Purchasing Specialist.

ORGANIZATIONAL RELATIONSHIPS

A. The Inventory Control Specialist reports directly to and is responsible to the Manager of Procurement Services.

B. The Inventory Control Specialist coordinates most closely with the Manager of Procurement Services, Purchasing Specialist, Director of Finance, college staff, buyers from surplus inventory auctions, and individuals responding to proposals in carrying out assigned duties and responsibilities.

ESSENTIAL DUTIES

A. Coordinates inventory receipt and asset tagging:

1. Processes, updates, and maintains records and files on all purchase orders for inventoried property.
2. Regularly consults with departments and vendors regarding equipment deliveries.
3. Places asset tags (and restricted funds tags when needed) on equipment according to college procedures and policies.
4. Enters asset information accurately into Ellucian and properly determines depreciation timeframe for capitalized assets.
5. Maintains up to date records of capitalized and non-capitalized assets, thefts, items sold, traded, retained for parts, or donated.
6. Ensures records are readily available for use by Finance, grants, auditors, insurance claims, police reports, and general College use.

B. Handles disposal of surplus inventory to include:

1. Receiving and maintaining records of surplus property.
2. Verifying funding source at the time of equipment purchase.
3. Coordinating temporary storage areas for surplus items as necessary.
4. Determining if surplus inventory items are sellable or should be destroyed.
5. Conducting surplus sales of property through an online auction site called GovDeals which involves initial posting of items, answering questions, coordinating pickups and payments, and proper recording in Excel and Ellucian.

C. Completes physical inventories to include:

1. Obtaining building inventory reports from Ellucian.
2. Inventorying equipment in main and off campus buildings according to college policies and procedures.
3. Properly recording findings in Ellucian to list the date equipment is found as well as notes of equipment condition or missing equipment.
4. Working with departments to reconcile items that were not found.
5. Reporting to the Manager of Procurement Services any items that remain missing after completion of physical inventory in a given building.

D. Follows procedures and regulations established by federal, state, and local agencies as they pertain to all aspects of purchasing and Inventory Control.

E. Scanning of documentation into Perceptive Content:

1. Once asset tagged, corresponding documents must be scanned into Perceptive Content.
2. Scan signed auction paperwork from GovDeals sales.
3. Assist with scanning of purchase orders and bid documents as needed.

F. In the absence of the Manager, assists in the proper recording and handling of bid documents as they are received into the area. This includes the logging of date, time, and providing vendor(s) with receipt.

G. Cross-trains with the Purchasing Specialist to provide support in their absence.

H. General data entry for Procurement Services and other duties as assigned.

EDUCATION AND EXPERIENCE

Associate Degree preferred or relevant Inventory Control experience which provides the required knowledge, skills, and abilities.

SKILLS AND ABILITIES
1. Must have excellent skills in computer applications such as Microsoft Word, Excel, and e-mail.
2. Ability to use an integrated computer system (Ellucian preferred).
3. Strong communication skills to establish good working relationships with staff and vendors.
4. Customer Service oriented
5. Demonstrated ability to maintain complex clerical and inventory records and to prepare reports from such records
6. Strong organizational skills and ability to prioritize work requests in a timely manner with minimal supervision.
7. High accuracy and attention to detail.
8. Ability to work in fast-paced, physically demanding environment
9. Valid motor vehicle operator’s license in good standing. Individual must agree to background check on driving record at the expense of the college. The use of a College vehicle is necessary to complete physical inventories at off-campus locations.

WORKING ENVIRONMENT

A. Hours are Monday through Friday, 8:30 a.m.-4:30 p.m.

B. This job requires work to be performed in an office environment as well as buildings at HCC main and off-campus locations. Occasionally job duties may require standing on ladders, bending down to apply asset tags, and lifting storage banker boxes.